How to Manage Invoices

Overview

Managing invoices is how you follow through after building a bill: sending it, resending it, viewing exactly what the buyer sees, and editing it when details change. It exists because an invoice’s job is not done at creation — buyers need reminders, details need corrections, and you need to know who has paid. This feature is for artists and galleries working their existing invoices. Everything happens on the Invoices page, where each card shows the invoice number, items, creation date, total, recipient, order status of Paid or Open, and last-sent time. Sending updates the card immediately: the button flips from Send Invoice to Resend and the recipient and timestamp fill in. Viewing opens the buyer’s secure checkout in a new tab, which shows a PAID banner once the order is being prepared. By the end of this guide your invoices will be sent, re-sent where needed, corrected within the editing limits, and tracked to paid or open.

Before you start

You need an artist or gallery seller account with at least one existing invoice — if you have none yet, create one first as described in How to Create an Invoice on Cohart, then return here.
To send or resend, have the buyer’s full name and a correct email address ready: the message to the buyer is optional (up to 2,000 characters), but the email address is required and the invoice goes to it.
Know the editing limits before you start: open invoices open the full Edit Invoice editor, while paid invoices only allow buyer-information changes through the Update Invoice Buyer Information dialog, and paid invoices can no longer be sent.
Effects to know: Send Invoice and Resend email the buyer a secure payment link immediately, so double-check the address; an open invoice can expire, in which case checkout shows an expiry notice and you must create a new invoice instead.

Steps

The login page with the email address field highlighted

After signing in you land on your dashboard. In the left-hand navigation, click Sales.

3. Open Invoices

In the Sales menu you will see Invoices, Sales Record, Shipping, Transactions, and Testimonials. Click Invoices.

4. Review the Invoices page

Each invoice appears as a card showing the Invoice #, the Items, Created On, Total Order, Sent to, Order Status (Paid or Open), and Last sent.

Every card has View and Edit buttons. Invoices that have not been sent yet also have a Send Invoice button; invoices you have already sent show Resend instead. Paid invoices show neither — they cannot be sent again.

The page also shows your Total sales, the Invoice creations counter (for example 0/2 on the free plan), and a Create a new invoice button. Use the page numbers at the bottom (for example 1-5of5) to move through more than ten invoices.

The Invoices page with the Send Invoice button highlighted

5. Send an invoice to a buyer

Click Send Invoice on the invoice you want to send. The Send Invoice to Buyer dialog opens with a note: “The buyer will receive an email with a secure link to view and pay the invoice.”

Fill in:

BUYER’S NAME — the buyer’s full name.
EMAIL ADDRESS — required. The invoice is emailed to this address.
MESSAGE TO BUYER — optional, up to 2,000 characters. The message is included in the email.

Then click Send Invoice. You can click Cancel to close the dialog without sending.

The Send Invoice to Buyer dialog with the buyer details filled in and the Send Invoice button highlighted

6. Confirm the invoice was sent

Back on the Invoices page, the card updates immediately:

The Send Invoice button becomes Resend.
Sent to shows the buyer’s email address.
Last sent shows the date and time the invoice was emailed.

Click Resend to email the invoice to the buyer again. [UNVERIFIED — check manually: the resend dialog was not submitted, so confirm its contents first.]

The sent invoice card with the Resend button highlighted

7. View an invoice

Click View on an invoice card. The secure checkout page opens in a new tab, showing the invoice number, the seller (FROM), the items, and the ORDER SUMMARY with subtotal, tax, and total.

If the invoice has been paid, the page shows the banner “This invoice has been PAID” and the note “This invoice has already been paid and the order is being prepared.”

The secure checkout page for a paid invoice, with the PAID banner highlighted

8. Edit an open invoice

Click Edit on an invoice with Order Status Open. The Edit Invoice page opens in a new tab with:

BUYER INFORMATION — FULL NAME, EMAIL ADDRESS, and MESSAGE TO BUYER.
ITEMS — each item’s NAME, SALE PRICE*, and DISCOUNT. Use Add item from inventory or Add a custom item to change the line items.
SALES TAX — ZIPCODE and SALES TAX, plus the option to handle sales tax yourself.
THIS IS WHAT YOUR BUYER WILL SEE — a live preview of the invoice and checkout page.

Click Save to keep your changes, or Cancel to discard them. [UNVERIFIED — check manually: Collect Payment, Send, and saving an edited invoice were not submitted, so confirm those results first.]

The Edit Invoice page with the Save button highlighted

9. Edit a paid invoice

Click Edit on an invoice with Order Status Paid. The Update Invoice Buyer Information dialog opens with the note: “Since the invoice has been paid, you can only edit the buyer’s information.”

Update BUYER’S NAME, EMAIL ADDRESS, or MESSAGE TO BUYER, then click Update, or click Cancel to close the dialog.

The Update Invoice Buyer Information dialog with the Update button highlighted

Tips

The Invoice creations counter tracks how many invoices your plan allows. If it reads 0/2, you can create two invoices before upgrading (Upgrade plan or View all plans).
Paid invoices are locked down: the checkout shows the PAID banner, there is no Send Invoice or Resend button, and Edit only lets you change buyer information.
If the cookie banner overlaps the dialog buttons, accept or reject cookies first — the dialog stays usable either way.
The invoice list paginates at ten invoices per page (Items per page | 10).

Troubleshooting

Buyer reports they cannot pay and checkout shows “This invoice has expired — This invoice is no longer valid and can no longer be paid. Please create a new invoice to continue the sale.” with a Create new invoice link → the open invoice is no longer valid → check the invoice’s Order Status and create a new invoice if needed.
You do not see the Sales menu → you may be signed in to a buyer account, since the Sales menu is part of the artist dashboard → use an artist or gallery account instead.
Buyer says they never received the invoice email → the EMAIL ADDRESS may be wrong or the email was missed → check Sent to and Last sent on the card, verify the required EMAIL ADDRESS, then click Resend.